Parts Coordinator

Job Title: Parts Coordinator

Reports to: Inventory Supervisor

Hours: Monday-Friday, 7:30am-4:30pm

Job Summary

The Parts Coordinator is responsible for assessing and maintaining the quality of production operations and parts needed to maintain efficient and smooth operation of the machinery.

Essential Duties

• Work with the customers via phone or in person to determine the correct parts needs
• Utilize engineering drawings, bills of material, orders, and other documentation to confirm accuracy of parts to be ordered
• Disseminate parts bulletins to customers
• Utilize enterprise resource planning (EAP) system, to conduct all forms of parts business such as creation of purchase orders, receiving, creation of part numbers, creation of parts service orders, and shipment of parts service orders
• Assist with inventory control (cycle counts, physical inventory, transfer orders, etc.)
• Assist in determining adequate spare parts inventory requirements for customers
• Work with vendors to correctly order stock items, non-stock special items, and determine lead times
• Communicate trucking needs to the appropriate parties
• Develop procedures for RMAs and track dispositions from customers and to the appropriate vendors
• Create and complete pick tickets for technician equipment setup and repair
• Assist technicians with properly posting inventory in EAP system
• Perform other related tasks as needed

Required Skills and Abilities

• Ability to communicate in both the written and spoken language of English to a level that will allow the safe and effective performance of the job
• Ability to work from and understand verbal instructions
• Basic understanding of mechanical and physical principles preferred
• Commitment to following and promoting safe work habits (compliance with all safety policies and procedures)
• Ability to successfully manage multiple projects and deadlines
• Ability to effectively work with resource planning system, spreadsheets, word processing documents, and other applicable computer systems and software
• Knowledge of Material Resource Planning (MRP) and/or Enterprise Resource Planning (ERP) systems preferred
• Base knowledge of customs paperwork/international shipping documents preferred
• Strong critical thinking, troubleshooting, and analytical skills
• Communication, teamwork, and customer service skills are critical as Parts Coordinator is expected to work directly and indirectly with all levels of employees, customers, and outside vendors
• Consistently demonstrate a high level of responsibility and accountability in assigned tasks

Education and Experience

• Technical diploma or 1-year experience of inventory control management preferred

Physical Requirements

• Capability to lift and carry objects of various weights, ranging from light office supplies to heavy machinery components.
• Sufficient visual acuity to read documents, operate equipment, and recognize details at close and distant ranges.
• Ability to hear and understand verbal communication.
• Endurance to withstand prolonged periods of physical activity or work shifts, particularly relevant for manufacturing roles that involve repetitive tasks.
• Flexibility to bend, stoop, and reach low or high objects, particularly relevant for jobs that involve material handling or maintenance tasks.
• Capability to climb ladders, stairs, or scaffolding, as required in certain manufacturing or construction environments.
• Ability to perform physically demanding tasks, such as lifting, pushing, pulling, or carrying heavy objects.
• Good hand-eye coordination and motor skills for tasks that require precision, such as operating hand tools.
• Adaptability to work in varying environmental conditions, such as temperature extremes, noise, dust, or fumes, depending on the nature of the job.
• Willingness to adhere to safety protocols and wear protective gear, including helmets, goggles, gloves, and safety shoes, as required by the job.

Company Culture & Values

• A Commitment to Our Purpose (COMMITTED PEOPLE) – Our mission is to serve and build up our customers, suppliers, communities, and each other, guided by the principles of our Lord Jesus Christ. The commitment to serving and building up is easily seen in those employees that exemplify this value.
• Without Our Customers We Are Nothing (CUSTOMER FIRST) – We realize that we are blessed to serve our customers and without them, our company does not exist. They rely on us for their success and that is a responsibility we cannot take lightly. Our focus must be on serving them with as seamless communication and access to products as possible.
• Kind, Humble and Positive (HUMBLE) – These positive traits do not mean being a doormat to others. But when a person is kind, humble and positive it comes through in their genuine caring for those around them.
• A Desire For “Expert” (EXPERTS) – Our people want to be seen as the experts in their specific roles. From how we convert a bag efficiently and with highest quality, to knowledge of the product portfolio, to desiring to know more about tax or human resource policy – the desire for “expert” drives us in each of our roles.
• Intentional Growth – Developing of Self and Others (PERSONAL GROWTH)– Times, tools, and customer expectations change. Our team members are interested in developing themselves and those around them. We know that a stronger team is one that makes our customers and our fellow employees happier.
• Strong Work Ethic (HARD WORKERS) – The commitment to serve those around us is honorable and we respond to this by putting our strongest effort into that purpose.
• High Expectations of Self and Others (HIGH EXPECTATIONS) – We expect ourselves, and those around us, to put in our best effort. When others struggle, we help them align towards perfection. When we struggle, we are open and humble to hear it and course-correct accordingly.
• If It Isn’t Safe, We Don’t Do It (SAFETY) – All people deserve to return home to their loved ones safely and work in an environment where they can best execute their tasks safely. When choosing between safety and profit, safety and efficiency, safety and feelings, safety, and “x” – we choose safety.

Travel Requirements

This position requires minimal overnight travel and occasional travel during the workday.

Driver Qualification

The ability to drive a company owned/leased vehicle or personal vehicle on behalf of the company is preferred.

Inclusion in the company’s driver qualification program is required to drive a company owned/leased vehicle or personal vehicle.

Becoming a qualified driver includes:

• Agree to the company driving policies that apply to company owned/leased vehicle or personal vehicle as applicable.
• Possess and maintain a valid driver license and be a minimum of 21 years of age.
• Maintain an acceptable driving record, as evidenced by completion of a baseline motor vehicle record check and ongoing monitoring.
• When driving a personal vehicle on behalf of the company, must provide a copy of the declaration page from personal auto insurance that shows the policy dates and minimum coverage amounts ($300,000 bodily injury per accident/$100,000 property damage per accident or if driving less than 5 hours/200 miles a year $50,000 bodily injury per accident/$10,000 property damage per accident or the state minimum, whichever is more). This requirement is initially and then annually thereafter.

This job description is intended as a general outline of the primary responsibilities of the position. It is not intended to be an exhaustive or comprehensive list of all duties, responsibilities, or activities that may be required. The employer reserves the right to modify, add, or remove any responsibilities, duties, or activities as deemed necessary with or without notice.

Volm Companies is an equal opportunity employer and is committed to providing reasonable accommodation to qualified individuals with disabilities and other protected characteristics. If you require reasonable accommodation to perform the essential functions of the job, please inform us and we will work with you to address your needs.

Benefits

As a family-owned and operated company, we offer a comprehensive benefits package designed to support you and your family. We offer a strong foundation of benefits, including access to medical, dental, and vision coverage, an HSA employer contribution, and a 401k with profit sharing to secure your future. To support your overall well-being and family life, we offer additional benefits beyond the core package, such as paid vacation, wellness stipends, childcare reimbursement assistance, and much more. We are committed to continuously enhancing our benefits to meet the evolving needs of our team.